How to Create Outlook Calendar Events Using Power Automate?

A few days ago, I was required to schedule a meeting with a client in a time zone different from ours using Power Automate flow. This seems a bit confusing to me.

After some research, I discovered that we can convert time zones according to our needs using Power Automate Convert time zone action. I thought I would share my knowledge on this, which will be helpful to others.

In this tutorial, I will tell you the best approaches to create Outlook calendar events using Power Automate, Such as:

• Create a calendar event from SharePoint list using Power Automate
• Schedule calendar meetings in specific time zones using Power Automate

Create Calendar Meeting From SharePoint List Using Power Automate

I have created a SharePoint list [Calendar Meetings] with a few columns to schedule meetings in my calendar whenever required. When a user adds a new item to the SharePoint list, a meeting or event will be added to the Outlook calendar.

Follow the below-mentioned steps:

1. Create an Automated cloud flow in Power Automate -> Choose When an item is created trigger.

In the parameters, select Site Address and List Name.

2. After that, add the Create event (V4) action. Set the required parameters:

• Calendar id: Choose the Calendar option from the drop-down.
• Subject: Provide Meeting subject from dynamic content.
• Start time: Choose Meeting start time.
• End time: Select Meeting end time.

Note:

Inside Start time and End time parameters, you can not take values directly from the dynamic content of a trigger. Because, it will allows a specific format of date and time. So, we needs to format the Start time and End time to create event.

Start time: formatDateTime(triggerBody()?['MeetingStartTime'],'yyyy-MM-ddTHH:mm:ss')
End time: formatDateTime(triggerBody()?['MeetingEndTime'],'yyyy-MM-ddTHH:mm:ss')

• Time Zone: Choose the timezone according to your requirements.

Important:

By default, SharePoint sites has been created in (UTC-08:00) Pacific Time (US & Canada)timezone. Power Automate will be in UTC timzone [Universal Co-ordinated Timezone].

SharePoint Adminstrator can change the timezone or you can also chage it, while creating a SharePoint site.

Click on Show all to display the Advanced parameters.

• Required Attendees: Choose to add the Meeting Attendees from the dynamic content.
• Body: Provide the Meeting Description value here.

For each loop will be added automatically by taking the Meeting Attendees array value.

3. Now, the flow is ready to save. Click on the Save button and test it.

4. Go back to the SharePoint list and add a new item to the list. You can see the image below:

5. Once the flow runs successfully without errors -> Open your Outlook calendar -> Check whether the calendar event has been created.

This is how to create a meeting in the calendar with the required attendees using SharePoint list using Power Automate.

Create Outlook Calendar Event in Specific Time Zone Using Power Automate

I will use the above SharePoint list to explain this example. A calendar meeting will be scheduled when a user creates an item in this SharePoint list.

By default, the SharePoint site will be created in (UTC-08:00) Pacific Time (US & Canada)timezone. Suppose I wanted to schedule a meeting in (UTC-06:00) Central Time (US & Canada), which is ahead of 2 hours.

We need to convert the timezone by using the Convert time zone action or by giving the convertTimeZone() function.

Scenario: I wanted to create a calendar event in Outlook with the below details in (UTC-06:00) Central Time (US & Canada).

Follow the steps below:

1. On Power Automate, create an Automated cloud flow -> Select When an item is created trigger.

Provide Site Address and List Name.

2. Next, add the Convert time zone action to convert the default time zone of SharePoint.

Set the required parameters:

• Base time: Select Meeting start time from dynamic content.
• Source time zone: Choose your default time zone that needs to be converted.
• Destination time zone: Select destination time zone (UTC-06:00) Central Time (US & Canada)
• Time unit: Choose the specific format of converted time.

3. Take one more Convert time zone action to convert the Meeting end time value.

Provide all the required parameters as like above.

4. Then, add the Create event (V4) action to schedule a calendar meeting in Outlook.

Choose Parameters:

• Calendar id: Choose the Calendar option from the drop-down.
• Subject: Provide Meeting subject from dynamic content.
• Start time: Place the code below
• End time: Paste below the given code.
• Time zone: I have Selected (UTC-06:00) Central Time (US & Canada) from drop-down.
• Required Attendees: Add the Meeting Attendees from the dynamic content.
• Body: Add Meeting Description.

Start time: formatDateTime(body('Convert_time_zone_-_start_time'),'yyyy-MM-ddTHH:mm:ss')
End time: formatDateTime(body('Convert_time_zone_-_end_time'),'yyyy-MM-ddTHH:mm:ss')

5. In the final step, Save the flow. Test the flow manually. You can test it by adding an item to the SharePoint list by giving the values.

Refer to the image below:

6. The calendar event will be added to your Outlook within a few seconds. Open and refresh the Outlook calendar.

Important:

You can see the meeting has been scheduled two hours ahead of given time. This is because we have scheduled the meeting in (UTC-06:00) Central Time (US & Canada).

Where 3/23/2025 12:00 AM (UTC-08:00) Pacific Time (US & Canada) is equals to 3/23/2025 02:00 AM in (UTC-06:00) Central Time (US & Canada).

You can see the image below:

This is how to create an event in the Outlook calendar based on the time zone from the SharePoint list using Power Automate.

Conclusion

From this Power Automate tutorial, I hope I have clarified your confusion about scheduling calendar meetings using Power Automate.

I have discussed two examples mentioned below:

• Creating Outlook Calendar Events from SharePoint list using Power Automate
• Create Meetings in Outlook in Specific Time Zones using Power Automate

You may also visit the tutorials below:

• Add Outlook Calendar Events in Excel Using Power Automate
• Add Users (Single/Multiple) to SharePoint Online Group Using Power Automate
• Create SharePoint List Items Using Power Automate
• Schedule Meetings in Microsoft Teams using Power Automate
• SharePoint Group Calendar Web Part
• How do you convert the time zone in Power Automate
• Convert UTC to Local Time Zone in Power Automate [3 Various Ways]
• Power Automate getPastTime() Function

Bijay Kumar

After working for more than 18 years in Microsoft technologies like SharePoint, Microsoft 365, and Power Platform (Power Apps, Power Automate, and Power BI), I thought will share my SharePoint expertise knowledge with the world. Our audiences are from the United States, Canada, the United Kingdom, Australia, New Zealand, etc. For my expertise knowledge and SharePoint tutorials, Microsoft has been awarded a Microsoft SharePoint MVP (12 times). I have also worked in companies like HP, TCS, KPIT, etc.